How to Reserve the Facility
Inquiries and reservations for use of the Events Center must be made through the Events Center Coordinator.
To schedule an event, fill out the Scheduling Request form. When completed, it will be e-mailed to the Events Center Coordinator with details about the event. This is a request for information and availability; it does not guarantee the room reservation.
Generally, requests to use space in the Events Center should be made at least 30 days prior to the date of the event. The Events Center Coordinator will send the event sponsor a free cost estimate of the event after the Scheduling Request form is received.
On the Scheduling Request form, the event sponsor designates the responsible contact person. This person’s signature on the form indicates that he/she has read the Facility Guidelines and assures that they will be followed.
Approval of Facilities Request
The Campus Events Center Coordinator reviews applications on a case-by-case basis, and reserves the right to deny any request for use of the facilities. The reservation is confirmed only when a signed copy of the Facility License Agreement, for public events, is returned by the event sponsor’s designated contact person. The form also shows the anticipated fees, the required deposit, and the deadlines for payment.
The Vice Chancellor for Business and Finance at UNMC will not approve your request unless all required sections are fully completed or it is determined that the requestor is not financially responsible or unable to comply with the Facility Guidelines.
All events must be booked through the Campus Events Center Coordinator. No reservation is considered guaranteed until a seventy-five percent (75%) non-refundable deposit of the rental fee is received by the Events Center Coordinator (for public events) or a university cost center number is provided. The Facility License Agreement must be signed and the original returned, along with the deposit, to the Campus Events Center Coordinator. If the deposit is not received by the due date, the reservation will be cancelled.
Requests to book an event should be made at least 30 days in advance of the date of the event. A tentative reservation will be accepted for a period of no more that 7 calendar days. If the Facility License Agreement and the deposit are not received by the 7th day, the tentative reservation will be canceled and the room will be made available to other clients. Clients requesting dates tentatively reserved by another group will be placed on a waiting list and subsequently notified in the order the requests were received should the space become available.
For university-sponsored groups, a cost center number must be provided; all other groups must return the Facility License Agreement along with the rental deposit (cash, check, Visa or MasterCard). Room assignments are made according to the estimated number of guests. The Events Center management reserves the right to reassign any event to a different room for any reason.
The Events Center will enter into an agreement only with the event sponsors designated contact person. It will enter in an agreement with an event planner in lieu of that person only if the event’s sponsor submits a letter to the Campus Events Center Coordinator authorizing the event planner to act on behalf of the event sponsor.
Deposit, Billing and Payment
In consideration for use of the space the event sponsor will pay UNMC a Rental fee. A non-refundable deposit (seventy-five percent of the total Rental fee) shall be paid, receipt of which is acknowledged by UNMC.
An invoice for any outstanding rental fees and direct charges will be prepared by the Events Center Coordinator and sent within 30 days after the event. The invoice will include the remaining rental fee, charges to use audio visual equipment, IT technician fees, security fees, taxes, if applicable, and any additional incidental fees that are associated with the event. Invoices not paid within 30 days will be assessed a late fee of 1.5% for every 30 days the bill remains unpaid.
All checks are made payable to the University of Nebraska Medical Center and mailed directly to:
Campus Events Center Coordinator
985230 Nebraska Medical Center
Omaha, NE 68198-5230
The Rental Fee for the Events Center is not taxable however; sales tax is applied to the total amount for which the audio visual equipment is rented. Labor associated with setting up and tearing down the audio visual equipment also is taxed.
Tax Exempt Status: If the client/organization is tax exempt, a Form 13, Exempt Sale Certificate, must be submitted to the Campus Events Center Coordinator prior to the event. If the appropriate form has not been received before the close of the event, sales tax will be applied and client will be responsible for payment in full. UNMC accepts cash, check, Visa or MasterCard.
Cancellation by the event sponsor after confirmation of the event will result in forfeiture of the rental fee deposit which is seventy-five percent of the total rental fee. The Events Center retains the right to cancel any scheduled event 30 days prior to the event date. In such instances, as much notification as possible will be provided and the full amount of the rental fee will be refunded.
The Events Center also reserves the right to cancel any event at any time if the facilities are, in the sole judgment of an authorized representative of the Events Center, rendered unsuitable for the presentation of the event due to fire or other calamity; labor dispute; notice of violations by an city, county or other government agency; or any other occurrences beyond the control of the Events Center for which no one can be held responsible. In the event of such cancellation, the event sponsor will not be liable for the rental or direct expense fees, nor will the Events Center have any further liability or obligations with regard to said canceled event. Should such action become necessary, the Events Center Coordinator will provide the event sponsor an opportunity to reschedule the event.
The Events Center also retains the right to cancel an event at any point if the event sponsor fails to comply with the Event Center’s policies referenced in these Facility Guidelines. Such cancellation shall result in the forfeiture of all fees paid and the event will not be rescheduled.